Overview

Post Title:

Directorate Support Manager Grade VI

Post Status:

Specified Purpose Contact

Department

Neurocent Directorate

Location:

Beaumont Hospital, Dublin 9

Reports to:

Directorate Business Lead

Salary:

Appointment will be made on Grade VI Officer Scale: (€57,898 - €70,734 LSI)

Hours of work:

35 hours full time

Closing Date:

12 noon on Friday 15th May 2026

Position Summary:

The Directorate Support manager is a key role managing and developing the day to day function of the clinical support staff in the Directorate. The post holder will work on behalf of the Business manager and the directorate management team as required.

Responsibilities

Principal Duties and Responsibilities:

• Management of staff training, development, performance etc.• Staff Recruitment, Contracts, Increments, monitoring and disciplinary intervention where necessary• Effective communication with clinical support staff , the directorate management team and corporate services• Change management including review and optimisation of work practices in conjunction with staff• Data management including auditing , data quality management and management information preparation and interpretation• Aware of the directorate KPI’s, goals and objectives and working with the directorate management team to achieve same• Identification and management of risks including escalation where necessary• Support and participation in directorate projects taking on a project management role where appropriate including validation

Operational management

• Responsible for the management of the Administrative Function of the Directorate ensuring the efficient and effective day to day running of the Unit, matching resources to need with flexibility to respond to workload pressures. • Responsible for the effective implementation of HR guidelines, policies and procedures in relation to the management and support of clinical support staff

Projects/Service Developments • Support the operational implementation of new service initiatives, including liaising with stakeholders, developing operational policies and guidelines as required. • Identifying opportunities for work process improvement , initiating and management of steps to achieve same • To lead projects which improve the quality of services provided to patients undertaking reviews of policies and procedures ensuring best fit for the directorate whilst ensuring they are in keeping with Beaumont Hospital’s protocols.

Human Resources/Workforce Planning

• To appropriately manage the clinical support resources to ensure that optimal service delivery is being achieved within headcount, preparing motivating and guiding individuals or groups towards hospital objectives. • To be accountable for the effective use of resources, alerting the Business Manager and Business Lead in respect of imminent budgetary overspends

• Maximise the contribution of staff by developing systems for performance appraisal, personal development, individual and organisational development • Ensure that the responsibilities and objectives for direct reports are clearly defined and understood – job descriptions and person specifications up-to- date. • In partnership with the HR, develop local strategies for the recruitment and retention of staff. • Act as a point of contact for staff on human resource issues in accordance with HR policies and procedures. • Be responsible for managing sickness and absence in accordance with hospital policy, performing analysis , highlighting trends and investigating same where necessary • Work with the appropriate areas to streamline directorates approach to recruitment, replacement etc.

Staff Development/Training • Be responsible for facilitating all staff to continue their education and personal development to support improved organisational performance. • Ensure the involvement of all staff through open and direct communication

Data Quality Management

• To ensure that the quality of data regarding all activity within the sphere of responsibility of the Directorate is of the highest quality and that individual managers and staff understand their roles and responsibilities with respect to data accuracy. • Prepare, validate and interpret data for auditing, service assessment for use within the hospital or externally.

Planning and Development

• To provide frontline general management advice and support to the Directorate Management Team which includes human resource and workforce planning support. • Develop and maintain links with the appropriate corporate functions of the hospital and with the other directorates. • Participate in the development of the annual business plan for the Directorate • Awareness of the Directorate KPI’s, goals and objectives in the context of the overall hospital framework and work with the directorate management team to achieve same

Quality Management

• Participate as part of the directorates risk management framework taking on responsibility to identify risks, recommend solutions and to accomplish closure of same. • Participation in local risk management initiatives to monitor clinical and non clinical issues with the Directorate ie Health & Safety, Infection Control, Occupational Health, Fire Safety, environmental and organisational risks. • Be familiar with the appropriate standards in relation to evaluation of infection control data, compliance with hygiene audits and the hospital’s infection control policies and procedures etc and ensure that these are communicated appropriately to clinical support staff • To co-ordinate the processing of adverse incidents within the Directorate ensuring that they are investigated promptly, respecting confidentiality, instigating preventative action where necessary to fulfil IQS policies and procedures. • To support and participate in the development of Standard Operating Procedures (either within the directorate or in conjunction with directorates)

General Duties

• Promote equal opportunity and adherence to best practice employment and approaches to managing and implementing change utilising the team based performance management approach where appropriate • Act with digression and integrity at all times in relation to sensitive data linked to the directorate or the hospital.

• Administration team management/Staff resources/Cross cover • Staff resources, weekly rosters, payroll and absence returns • Training and Staff development • Financial and budget control- patient level costing • Directorate KPI’s- updating, monitoring , reporting, driving performance • Be responsible for managing outsourcing of IPDC in conjunction with the HSE and in line with NTPF Policy working with internal and external parties.• Oversee the scheduled care office and process’ ensuring compliance with NTPF and hospital guidelines and working to ensure Directorate and National KPIs are adhered to • Projects: As assigned by Line Manager and in the interests of co-ordinating the patient pathway from an administration perspective

The job description is an outline of the post as it is currently perceived by the hospital and will be subject to review and amendment. This job description will therefore be subject to change in light of the various strategies for the hospital and the development of the Clinical Directorate model and any future developments that arise and will evolve and change over time.

Qualifications

Selection Criteria:Selection criteria outline the qualifications, skills, knowledge and/or experience that the successful candidate would need to demonstrate for successful discharge of the responsibilities of the post.Applications will be assessed on the basis of how well candidates satisfy these criteria.

Mandatory:

1. Professional Qualifications, Experience, etc(a) Eligible applicants will be those who on the closing date for the competition:(i) Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, otherstatutory health agencies, or a body which provides services on behalf of the HSEunder Section 38 of the Health Act 2004Or(ii) Have obtained a pass (Grade D) in at least five subjects from the approved list ofsubjects in the Department of Education Leaving Certificate Examination, includingMathematics and English or Irish1. Candidates should have obtained at least GradeC on higher level papers in three subjects in that examination.Or(iii) Have completed a relevant examination at a comparable standard in any equivalentexamination in another jurisdictionOr(iv) Hold a comparable and relevant third level qualification of at least level 6 on theNational Qualifications Framework maintained by Qualifications and QualityIreland, (QQI).Note1:Candidates must achieve a pass in Ordinary or Higher level papers. A pass in a foundation levelpaper is not acceptable.Candidates must have achieved these grades on the Leaving Certificate Established programmeor the Leaving Certificate Vocational programme.The Leaving Certification Applied Programme does not fulfil the eligibility criteria.and(b) Candidates must possess the requisite knowledge and ability, including a high standard ofsuitability, for the proper discharge of the office.

2. AgeAge restriction shall only apply to a candidate where s/he is not classified as a new entrant (withinthe meaning of the Public Service Superannuation (Miscellaneous Provisions) Act, 2004). Acandidate who is not classified as a new entrant must be under 65 years of age on the first day ofthe month in which the latest date for receiving completed application forms for the office occurs.

3. HealthCandidates for and any person holding the office must be fully competent and capable ofundertaking the duties attached to the office and be in a state of health such as would indicate areasonable prospect of ability to render regular and efficient service.

4. CharacterCandidates for and any person holding the office must be of good character.

Desirable:

• Diploma or 3rd level qualification in health care management/ other relevant 3rd level qualification • Experience in the acute hospital Healthcare Sector • Awareness of hospital strategy. • Awareness of HSE transformation agenda • Awareness of key external policies and standards (HIQA) • Knowledge of Hospital information systems • Project Management Skills

• 4 years’ experience in Healthcare• Staff Management • I.T. skills • Day-to-day people management and experience in a supervisory role. Staff appraisal and objective setting, recruitment and retention • Willingness to undertake training and development as identified in order to progress personal and professional development • Preparing, developing and interpreting management information • Awareness and key policies and procedures to include access to services, Health and Safety, HR Guidance and Governance etc. • Negotiation and influencing skills and diplomacy • Effective team leader and team player with the ability to work flexibly in a diverse and highly demanding team. • Working well under pressure of time and resources. • Fair, honest and consistent in approach • Self management, demonstrating resilience • Change management skills • Analytical skills, literacy and numeracy. Ability to analyse highly complex data and formulate reports • Able to communicate in a highly complex service relating information to senior managers and external customers • Mange clinical and business risks developing action plans to improve performance

Informal Enquiries ONLY to:

Graeme Smith

Business Lead

graemesmith@beaumont.ie

Directorate Support Manager

Job Description